Minnesota’s Homeless Management Information System (HMIS) User Training

1. Minnesota’s Homeless Management Information System (HMIS) User Training ServicePoint 5.6 Wilder Research 0

2. Schedule Morning Topics (Intake) HMIS overview and data privacy(no computers) Adding clients, creating households Program entry and assessments Completing the Self-Sufficiency Outcomes Matrix (SSOM) Entering service transactions Afternoon Topics (Updates, Exit & Reporting) Making updates Ending service transactions, program exit, and case plans Reporting in ServicePoint and ART Final knowledge check wilderresearch.org

3. Introductions You and your agency • Name, organization, job duties • Type of program (shelter, transitional housing, supportive hsg, etc.) • Clients served (single clients only, families, youth, DV victims, etc.) • HIPAA-covered? • Program funding sources Your HMIS experience • Your familiarity with HMIS (rate 1-10) • Will you gather information from clients, or do non-HMIS users? • Any concerns/questions before we begin? • What do you hope to get out of today’s training? wilderresearch.org

4. What is HMIS? • Homeless Management Information System • Internet-based database of clients experiencing homelessness or who are at risk of homelessness • Minnesota’s HMIS is statewide and is used to produce reports required by both HUD and state funders • Pilot phase in fall 2003 • Goal of Minnesota’s HMIS: • To provide standardized and timely information to improve access to housing and services and strengthen our efforts to end homelessness. • Over 600 licensed HMIS users in MN from 200+ agencies wilderresearch.org

5. What types of data are in HMIS? • Client demographics (age, gender, ethnicity, etc.) • Characteristics of households served (type of household, sources of income, disabilities, etc.) • Types of services provided • Additional information based on funding source • Housing history • Barriers to housing stability • Client outcomes 6 months after exiting program wilderresearch.org

6. How are HMIS data used? • Agency-level reports to state and federal funders • CoC and state-level reports to improve homeless service delivery • Understanding program outcomes • Returns to shelter among FHPAP and LTH clients • Returns to the FHPAP program • New supportive housing study at Wilder • Project Homeless Connect events • Annual Homeless Assessment Report (AHAR) • National report that collects HMIS data from each state wilderresearch.org

7. Uses of HMIS data http://www.hmismn.org/reports/index.php wilderresearch.org

8. Example: Statewide Data FHPAP Statewide Service Report, 2010 wilderresearch.org

9. Why use HMIS? • Centralized place to store client information required by multiple funding sources • Consistent report formats across programs • Provides an unduplicated count of clients: • Agencies throughout the state enter data about the clients they serve • Unless they have a data-sharing agreement with other providers, agencies can’t see if their clients are served by other agencies, BUT… • The system can find and collapse duplicate records (based on names and social security numbers) when Wilder runs system-wide reports • Unduplicated counts are more accurate wilderresearch.org

10. Why use HMIS? • Better understand the characteristics and needs of your clients • Evaluate the impacts of your programs • Compare your clients and programs with statewide data • Create data-sharing agreements with other agencies • Strengthen efforts to end homelessness: • Attract and maintain funding through better data • Contribute to program planning efforts • Evaluate programs and progress toward achieving goals wilderresearch.org

11. Who oversees HMIS? • 25-member Governing Group • Representatives from each of the 13 Continuum of Care regions, veterans, youth, DV shelters, etc. • Makes key decisions about HMIS requirements, software, and how data are used • Key agencies: • HUD, DHS, and Minnesota Housing: funders who determine what information to collect and due dates for reports • Bowman Systems: designs the ServicePoint software • Wilder Research: administers and manages HMIS, communicates with users (you!), and runs statewide reports wilderresearch.org

12. Wilder’s role • Help desk: Email and phone availability weekdays for user questions • Report design • HMIS Training: new user trainings, refreshers, webinars, and user groups • Program evaluation and data analysis • XML: one agency currently uploads data into HMIS and two more are in the works • Support Continuum of Care Regions wilderresearch.org

13. Data privacy and protection • Security features of the HMIS database: • Internet communications are SSL encrypted • Database is encrypted; servers are stored in a vault • Minnesota’s HMIS is a “closed” system • HMIS is not linked with other databases • Audit trail follows users’ actions in the system • Each HMIS user has a unique username and password wilderresearch.org

14. Data Privacy & Protection • HMIS password protection • Do not share your username and password with anyone! • Clients sign their consent form with the understanding that only licensed users will enter and have access to their personal information • Sharing your password is a violation of your user agreement and your clients’ trust • Any action taken under your username and password can be traced back to you • Do not give your username and password to coworkers, IT staff, supervisors, or anyone else • Password sharing can result in license termination wilderresearch.org

15. Your intake process: HMIS & data privacy • Data privacy when using ServicePoint: • Log off when leaving your computer • Do not use ServicePoint in areas where your computer screen could be seen by the public (coffee shop, library, etc.) • And…do not share your password! wilderresearch.org

16. Data privacy & protection: key forms Posted data privacy notice (available in English and Spanish at www.hmismn.org) Client Notification and Consent form Release of Information form User Policy form wilderresearch.org

17. Data privacy & protection: Client Notification and Consent form • Alerts the client that their information will be entered into the HMIS database and can be accessed by agency staff and Wilder Research • Client can choose whether or not to sign the form • Read the instruction page before giving the form to a client! wilderresearch.org

18. HMIS Consent forms • Most clients agree to include their name and other identifying information in the system • It is important to give them the choice and explain how the information is stored and used • United Way programs: The United Way should be included on the HMIS consent form as a funder wilderresearch.org

19. Data privacy & protection: Client Notification and Consent form • Signed form = enter identifying information (name & SSN) • Each adult must sign their own form • Adults sign for their minor children • Unaccompanied youth may sign on their own behalf • Record the client ID number on the case file • Unsigned form = enter client anonymously • Households can have both identifiable and anonymous members • You can always change the client from anonymous to identifiable once the consent form is signed • Never enter a client’s name and SSN until you have signed consent! wilderresearch.org

20. Data privacy & protection: Other issues • You must continue to use other data privacy notices required by your agency, such as the Tennessen Warning. • Talk to staff at your agency to make sure you are following all required rules. • In the event of an investigation, consult the legal advice of your agency. Some information requires a court order for release; other times, you may be required to comply with a subpoena or search warrant wilderresearch.org

21. Data Privacy and Protection: Sharing Client Information • All agencies can share de-identified (aggregate level) demographic information from reports • Example: Agency X served 309 clients in 2007, 59% of whom were single adult males. • Funders may monitor information entered into HMIS • Don’t have direct access to HMIS • Do have the authority to ask you to log into the system when doing an onsite check • Non-HMIS users can access paper forms • Data privacy rules that cover paper records extend to HMIS wilderresearch.org

22. Sharing data • Your agency can decide to share data with up to 10 other agencies currently using ServicePoint • Clients then given an additional choice if they want to share their data with the agencies you select • If you feel this might be useful contact Wilder staff wilderresearch.org

23. Data Privacy & Protection: ROI form • The ROI is only for agencies that choose to share client records with other agencies • Most agencies do not share data • ROI allows the client to choose: • Which (if any) agencies his/her information can be shared with • Which parts of his/her record may be shared • Domestic violence shelters, youth service providers, and HOPWA providers may not share data with other agencies • HIPAA-covered agencies can share under specific circumstances • Contact Wilder for details wilderresearch.org

24. Data privacy & protection: User Policy • Initial each box and sign the back • Indicates that you will be a good steward of the system: • Do not look at clients’ records unless you serve them • Keep your password secure • Log off each time you leave the computer • Do not share your account with other staff • Only submit client ID numbers and/or initials—never full names--in emails, faxes, or phone conversations to protect client confidentiality. • Notify Wilder Research if you leave your agency – failing to do so is a serious violation wilderresearch.org

25. HMIS forms • Forms are available to start collecting information • Developed based on grant area and mirror ServicePoint question order • Not required, but provided as a helpful template for data collection • Programs not yet using HMIS should collect the information on forms for later data entry • You can add additional questions or information to the forms as you see fit wilderresearch.org

26. Data Entry Forms • Available on the HMIS website 1. 2. wilderresearch.org

27. Data Entry Forms • Tailored to your funding source & always up-to-date • Are you using the most recent version? • Clearly explain which questions are required for different groups (all clients, heads of household only, adults only, etc.) • Word format – editable 3. wilderresearch.org

28. HMIS Data Entry Steps: Entry-based programs Log on to ServicePoint Search for clients/create new records Go into backdate mode Set up a household Complete ROI/security information Enter clients into a program & complete assessments Complete SSOM (FHPAP, LTH) Enter service transactions (HPRP, FHPAP) Make mid-program updates Exit clients from a program Complete case plans (THP) Run reports in ART wilderresearch.org

29. HMIS Data Entry Steps: Service-based programs (ESP, ESGP) Log on to ServicePoint Search for clients/create new records Go into backdate mode Set up a household Complete ROI/security information Complete assessments Enter service transactions End service transactions Run reports in ART wilderresearch.org

30. HMIS Workflow • Use your Required Steps workflow sheet. • Workflow depends on whether your program is entry-based or service-based • Entry-based programs: • HUD, HPRP, LTH, FHPAP, THP, DHS-Youth, United Way • Must record entry/exits for reporting (services still required for HPRP & FHPAP) • Service-based programs: • ESP and ESGP only – must record services for reporting; entry/exits not required wilderresearch.org

31. Logging On wilderresearch.org

32. Logging On: Internet Browsers • Preferred Browsers • Chrome (best) • Firefox (if you can’t use Chrome) • Safari (if you can’t use Chrome) • Don’t use IE (Internet Explorer) if possible wilderresearch.org

33. Logging On: Website Address • https://minnesota.servicept.com/training (training site) • https://minnesota.servicept.com (live site) • Do not use an internet search engine to find the site- type it in. • There are ServicePoint sites for other communities that look similar to Minnesota’s HMIS site. wilderresearch.org

34. Logging On: Homepage • Top section • Backdate mode; ART • Left-hand section • ClientPoint (access data entry) and other modules • Reports, “Last viewed,” “Favorites,” and Logout • Use triangles: to expand, to minimize • Center section • News: click on a headline to see all details • Follow-up list (THP programs and Matrix) wilderresearch.org

35. Logging On: Homepage • Last Viewed • Click on “last viewed” to see a list of clients you have previously viewed in your current session. • If you have just logged in, this will be blank. • Favorites • Click on “favorites” to see clients whose records you commonly use and would like to access from session to session. • Clicking on the star next to the client’s name selects them as a favorite. • Use arrow to minimize wilderresearch.org

36. Backdate Mode wilderresearch.org

37. Backdate Mode • All information entered into ServicePoint is attached to a specific date. • Backdate mode resets most dates in the system to a date in the past. • Tells the system that any data entered in backdate mode is current as of that date. • Example: today is April 15th. You are entering forms for a client who started your program on March 29th. Backdating to March 29th tells the system that the information was current as of that date. wilderresearch.org

38. Backdate Mode • When to backdate? • Use built-in reminder • Whenever you go to a client’s record, you will see a pop-up reminder asking you if you want to choose a backdate or stay at today’s date. wilderresearch.org

39. Backdate Mode • The date you use for backdate mode will usually be one of the following: • The client’s program entry/service start date • The client’s program exit date • The last date of a reporting period, if you are making updates after the report period has ended wilderresearch.org

40. Backdate Mode: Date Icons • :“choose date” – brings up calendar • : “clear date” • : “set to current date • These icons appear whenever you see a date field (not just in backdate mode) wilderresearch.org

41. Backdate Mode • How do I know if I am in backdate mode? • You will see a yellow bar at the top of the screen. • What happens if I forget to backdate? • Information will show up as “missing” when you run your reports. The only way to fix this is to re-enter all of the data in backdate mode. Don’t let this happen to you! • When should I get out of backdate mode? • When you are finished entering data for a client wilderresearch.org

42. Backdate Mode • When do I leave backdate mode? • Only when you are completely finished with the client or household member’s record • How do I leave backdate mode? • Click on the next to the backdate • Make sure set a new backdate for each new client you enter into the system – check their program entry or service start date first. wilderresearch.org

43. Backdate Mode • When isn’t backdating required? • When you are viewing client information only • If today’s date is your intended backdate (not common) • Example: you are entering data the exact same day the client started the program. • When making updates, if you are making the update in the system before the end of the report period wilderresearch.org

44. Searching for a Client or Adding a New Client wilderresearch.org

45. Searching for an Existing Client Record • Option 1: Global Search (fastest) • Access from any section of the system • Type a client name or ID number into the search bar • Option 2: ClientPoint • Click on “ClientPoint” module • Search by client name (top section) or ID number (second section) wilderresearch.org

46. Creating a New Client Record • Enter name/demographics and search first to see if your client is already in the system • Check the list of possible matches • If there is a match, click on the green plus sign • If there is not a match, click “Add Client With This Information” • Confirm backdate in pop-up reminder For anonymous clients (about 3% of all records): • Leave ID, name, and SSN fields blank • Complete demographic information • Click “Add As Anonymous Client” wilderresearch.org

47. Demographics Pointers • Date of birth is a required field. • If necessary, enter 01/01/(approximate year of birth) • Social security number • Clients can refuse or may not know (especially for children) • SSN & DOB data quality: • Enter “refused” for anonymous clients and clients who refuse to provide a SSN/DOB. • Secondary race is optional • If there is no secondary race, leave it blank • Don’t know and refused • Use only if this is how the client responds wilderresearch.org

48. Summary Tab wilderresearch.org

49. Summary Tab • First screen you will see when you enter a client record • Summary page highlights client basics • Name and demographics • Release of Information • Households • Entry/exits • Services wilderresearch.org

50. How to use the summary tab • Best for existing clients to check and update small details like date changes • Confirm services, entry/exit dates • Confirm household members and look for “date removed” problems, etc. • Skip for new clients and proceed with data entry on separate tabs wilderresearch.org